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2014 - Resolution - Job Description for City Clerk/Assistant to the MayorRESOLUTION NO. 2014 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON ESTABLISHING THE JOB DESCRIPTION FOR CITY CLERK/ASSISTANT TO THE MAYOR. WHEREAS, it is necessary for the City to periodically review the duties and responsibilities of all employment positions, and WHEREAS, the employment position of City Clerk has been reviewed and based upon the current job duties and level of responsibility it is determined that it is appropriate to update and revise the job description for this position, and WHEREAS, the job description as attached hereto and the salary step schedule as set forth below have been reviewed by the City Council Finance/Personnel Committee and are respectfully submitted with a recommendation for approval, now, therefore, THE COUNCIL OF THE CITY OF PORT ORCHARD DOES HEREBY RESOLVE THAT: Effective April 28, 2003 the following revised job description and salary step schedule are provided for the position of City Clerk/Assistant to the Mayor. Entry on the salary step schedule is subject to experience level. Advancement through these steps are not to be considered automatic, but will be subject to satisfactory job performance: After 5 years of employment After 4 years of employment After 3 years of employment After 2 years of employment After 1 year of employment First Year Hourly rate 29.05 27.70 26.36 25.02 23.69 22.35 PASSED by the City Council of the City of Port Orchard, APPROVED by the Mayor and "~'"" by •• c;m io "''""'"""'" o1 """' ""'"~:': ATTEST: LESLIE J. WEATHERILL, MAYOR ~ Patricia Parks, City Clerk CITY OF PORT ORCHARD JOB DESCRIPTION Job Title: City Clerk/ Assistant to the Mayor FLSA: Exempt Civil Service: Exempt Department: Administrative Services Reports To: Mayor The position of City Clerk/ Asst. to the Mayor is a full-time management position. This position shall be appointive and all appointments or terminations to such position shall be made by the Mayor, subject to confirmation by the City Council. Attendance at evening meetings or other off-duty events is required and the incumbent may also be called back to work before or after regularly scheduled work hours or on scheduled days off. Major Fvnctjon god Purpose The City Clerk/ Assistant to the Mayor organizes and directs the Administrative Services Department. which includes risk management, personnel administration, labor relations, records management, purchasing/inventory, licensing/permits; serves as City Clerk and also provided support services for Mayor and City Council as directed. The City Clerk/ Asst. to the Mayor also coordinates the work of the assigned administrative functions with other city departments and outside agencies in a manner that optimize the use of financial. physical and human resources in accomplishing assigned functions and achieving objectives. The City Clerk/Assistant to the Mayor shall implement the Mayor's directives by coordinating the other city departments and working towards that objective, and represent the City with other agencies. The City Clerk/ Asst. to the Mayor assists staff throughout the City in evaluating and fulfilling needs for administrative information and assists in interpreting information already provided. General Function The City Clerk/ Asst. to the Mayor shall have all the powers and shall perform each and all of the duties specified by Title 35 RCW for City Clerk together with any other duties or authority which may be conferred upon such office by the laws of the State of Washington or the ordinances of the City, as now and hereinafter amended. The City Clerk/Asst. to the Mayor sets objectives, delegates and prioritizes workflow of a variety of projects in such a way that the overall mission and/or goals of the City and Department are met. DRAFT JOB DESCRIPTION: CITY CLERK/ASST TO THE MA YaR PAGE 1 OF 6 Supervision Responsibilities The City Clerk/ Asst. to the Mayor assigns, trains, monitors, schedules and supervises the Administrative Services Department staff, with responsibilities including hiring, promotions, reclassification, evaluation, discipline and terminations. The City Clerk/ Asst. to the Mayor handles major technical and administrative problems, which may arise as a result of department activities. Job Otrljes & Responsibilities This job description reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other function areas to cover absences or relief, to equalize peak work period, or to otherwise balance the workload. ASSISTANT TO THE MAYOR • Prepare docrrments for the Mayor and Corrncjl • Represent the Cjfy at meetings as djrecipd by the Mayor • Represent the City pnljcy to other agencies when directed • Conrdjnnte City staff as djrecied by the Mayor • Analyze iss••es and prepare recommpndntjons to the Mayor • Manage the Commrrte Irjp Red••ctjon Program LEGISLATIVE SUPPORT • Attend City Council, Council Committee and other meetings as directed. Supervise recording minutes of meetings (tape and written). Direct the preparation of the City Council agendas, furnishing pertinent documents, reports and briefings as needed. Gather, analyze data and prepare reports requested by the Mayor or City Council. • Supervise administrative support for Mayor and City Council members. • Draft ordinances, resolutions, and agreements generated by Council action. Review ordinances, policies, procedures, and other city documents to ensure compliance and to revise outdated documents. Responsible for posting, publishing and/or distributing ordinances or other documents as requested by law. • Keep the Mayor & City Council informed of the situations or conditions, which may affect the City, to include anticipated future needs. • Responsible for compliance with statutory requirements pertaining to public hearings, legal notices and other legal requirements. • Represent the Mayor or City on various boards or committees as directed. PERSONNEL • Responsible for administration of Personnel Department, including development and interpretation of standard policies, procedures, labor agreements, state and federal personnel laws. DRAFT JOB DESCRIPTION: CITY CLERK/ASST TO THE MAYOR PAGE20F6 • Supervise all phases of city employment process to assure compliance with standard personnel practices. Coordinate use of temporary employees as required. • Maintain personnel records and files for all city employees. • Supervise and audit employee benefit packages for compliance and cost containment. • Serve as Secretary /Chief Examiner for the Police Civil Service Commission. Establish and maintain eligibility rosters after facilitating testing process. • Develop and maintain job descriptions for all city positions to assure compliance with applicable laws, policies and standard personnel practices and procedures. • Coordinate development and maintenance of City Personnel Policies and Procedures • Participate as a member of the City's bargaining committee in all labor negotiations. CITY CLERK/RECORDS MANAGEMENT • Fulfill statutory requirement of City Clerk/ Asst. to the Mayor as set by RCW 35. • Responsible for preparation of Administrative and Financial Departments preliminary budget. Coordinate preliminary expenditure budgets for all City departments with City Treasurer. • Serve as appointing authority for department positions, supervising selection, training, evaluation, discipline and discharge of department personnel. • Manages assigned operations to achieve goals within budgeted funds and available personnel; plans and organizes workloads and staff assignments, reviews progress, directs changes in priorities and schedules as needed. • Directs recording of legal documents for all city departments as required. • Serves as custodian of the Official Seal of the City and affixes seal to documents as required, attest the Mayo~s signature on all official records and documents • Responsible for codification of city ordinances and maintenance of Port Orchard Municipal Code Book. • Supervises and safe keeps public records in compliance with state regulations. Accept and process requests for public records or information. • Direct administrative process during formation of local improvement districts, annexation proceeding, Petition for Street/right of way vacations, Application for Public Events and other petitions/applications. • Supervise the Advance Travel Account auditing issuance of all travel checks, reviews and approve receipts and expenditures for compliance with the City's Travel Policy. • Supervise issuance of all city addresses and street names • Supervise annual census process, determine whether estimate and/or actual census enumeration is appropriate. Responsible for hiring and supervising census enumerators and completion of census reports when necessary. • Supervise city license and permit programs. DRAFT JOB DESCRIPTION: CITY CLERK/ASST TO THE MAYOR PAGE 3 OF 6 • Establish procedures for use of City facilities within policies set by legislative action. • Supervise administrative support for all city departments including mail services, telephone systems and provide temporary support personnel as requested. • Provides on-going public relations in handling questions and complaints. • Supervise the Plans Section and Logistics Section of the City's Emergency Management Operations Center. • Coordinate all city elections with county election department. • Completes special projects and other duties as needed or requested by the Mayor PURCHASING/INVENTORY • Supervise centralized purchasing of office supplies, equipment and printing. • Supervise ali "caii for bid" processes, review "coli for quotes or proposais" issued by other city departments. • Supervise fixed asset inventories and disposal of surplus inventory items. RISK MANAGEMENT • Administer and supervise the city's insurance and risk management. • Supervise all claims and litigation against the City. Coordinating with City's risk management agency [AWC-RMSA) and the City Attorney Office as necessary. Coordinate investigative and incidence reports, prepare necessary documents, establish and maintain risk management files and reports. Knowledge Skills god Abilities While requirements may be representative of minimum levels of knowledge, skills and abilities, to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Knowledge of principles, practices, purpose and function of a City Clerk in city government. Basic knowledge of municipal accounting procedures and the Budgeting, Accounting and Reporting Systems [BARS). Knowledge of principles of conduct of public meetings of elected and appointed bodies, including parliamentary procedure and Roberts Rules of Order Knowledge of construction and form of city ordinances, resolutions, regulations and documents Knowledge of principles and practices of effective personnel administration and current federaL state and administrative law pertaining to personnel. Knowledge of local and state government laws, functions, and organization. Knowledge of records management. including archive requirements Ability to take independent action to carry out approved policies and procedures and to recommend new or revised ones. DRAFT JOB DESCRIPTION: CITY CLERK/ASST TO THE MAYOR PAGE 4 OF 6 Ability to express ideas effectively both orally and in writing. Ability to write clear, accurate and comprehensive minutes of Council meetings. Ability to develop and maintain effective working relationships with officials, city employee and the general public Ability to effectively delegate responsibility to subordinates. Ability to work in an environment that requires tact, diplomacy, confidentiality and high level of independent decision-making. Working CondiTions Work is generally performed indoors in an office environment. Close and constant work with computers exposes the individual to normal emissions from the computer monitor. The work area can be noisy at times. This position may require the employee to sit for prolongs periods. Contacts and Relationships The City Clerk/ Asst. to the Mayor has frequent contact with the City's elected officials, with state, county and municipal government officials, outside consultants, auditors, vendors and other business-related individuals or agencies. This individual has occasion to work with the City's attorney on legal matters affecting the operations of the City. In the normal course of business the City Clerk/ Asst. to the Mayor will have contact with other department heads, City personnel and the public. These contacts involve a wide variety and range of purpose, including the need to provide or collect information, coordinate projects or activities and to solve or negotiate solutions to problems. Communication may be either by telephone, in person or through written message. Physjccl Requirements The employee must be able to sit for prolonged periods; discern and conduct voice conversation, in person or via telephone; and have ability to enter data or information into a terminal, PC or other keyboard device. Recruiting Requirements • Valid Washington State Driver's License with a driving record acceptable to the City's insurance carrier • High School Diploma • Must be bondable • len years experience in municipal government required • Five years sjmilar supervisory experience required • Competent with applicable computer system, technology, and software • Experience with county, state, and local governments • All city employees must successfully pass a pre-employment Drug Testing as prescribed by the City's Drug and Alcohol Testing Policy DRAFT JOB DESCRIPTION: CITY CLERK/ASSTTO THE MAYOR PAGE50F6 Experience god Trgjnjog • Bachelor's degree in Business Administration, Records Management or related field, with one year of municipal experience or five years of relative municipal experience or any equivalent combination of experience and training • CMC desirable • Experience in municipal double entry accounting, BARS • Experience in writing and presenting information to the public and elected officials • Certification as a Notary Public within six months of hire Any other combination of experience and training that provides the desired skill, knowledge and abilities. Requirements outlined in this job description may be subject to modification to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position. However_ some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. This job description does not constitute an employment agreement between the Employer and employee and is subject to change as the needs of the Employer and requirements of the job change. DRAFT JOB DESCRIPTION: CITY CLERK/ASSTTO THE MAYOR PAGE60F6